Provides administrative support to facilitate the work of the department, the Writing Program, and Shenandoah.
Washington and Lee University actively promotes a dynamic and inclusive environment that allows students and employees of multiple backgrounds, cultures, and perspectives to learn, work, and thrive together. Successful candidates will contribute to that environment and exhibit potential for excellence in their areas of expertise.
STATUS: Full-time, 9 Month, With Benefits WORK HOURS: 8:30-4:30 Monday-Friday FLSA: Non-Exempt MINIMUM PAY: $18.50 / hour
Essential and Related Functions:
Answers phones, greets visitors, opens and distributes mail, complies with requests for information, forms, etc. Provides verbal and/or written responses to inquiries from students, parents, the public, employees, vendors, etc., regarding a variety of questions.
Edits, assembles, photocopies and distributes course-related work from digital drafts. Assists administrator and faculty members with word processing and e-mail as well as other questions and problems.
Completes forms and documents. Prepares reports, presentations, mailings, etc., and/or modifies, maintains, or creates spreadsheets and databases for analyzing or managing data. Supports online literary magazine Shenandoahthrough handling contracts and contributor payments, collecting contributor bios, making small-scale website format changes, ordering print material, sending packets out to award competitions and anthologies, and helping with copy editing and proofreading. Performs calculations and computations, such as for travel reimbursements, including basic statistical and/or data analysis and account reconciliation. Reviews reports or budgets and compares to standards; identifies and documents variances.
Notifies colleagues of deadlines and coordinates class and room schedules.
Where appropriate, prepares and drafts correspondence on behalf of department, prepares documents or reports and/or researches administrative issues and provides analysis or summary. Produces correspondence following standard letter writing etiquette, reviewing drafts for grammar, spelling, punctuation and content.
Assists faculty research through collecting information, mailing relevant materials, and copying or scanning documents.
Supports programs by helping to facilitate program communication, course scheduling, or event planning.
Prepares and types highly confidential materials relating to promotion, tenure and pre-tenure review.
Maintains and reconciles budgets for departmental, institutional or work unit accounts; monitors expenditures and performs simple analysis on accounts; prepares both special and recurring reports for supervisor and authorizes payments within prescribed limits; makes recommendations for purchases.
Processes travel and expense voucher reimbursements and submits departmental expense requests and documentation to the Business Office.
Develops and coordinates office processes. Maintains paper and digital departmental files and records, following standards for length of file retention as posted by General Counsel. Orders textbooks, desk copies and supplies. Documents departmental standard operating procedures for administrative responsibilities.
Maintains department webpage through a content management system and uses (or demonstrates willingness to be trained in) electronic survey software, programs such as Interfolio and Digication, social media accounts, and cloud-based file systems such as Box. Orders textbooks, desk copies and supplies.
Schedules departmental functions and coordinates refreshments or food where necessary. Works with University Catering and outside vendors and plans setup with University Facilities. Organizes events, including planning and organizing conference and group meetings, and arranging for travel and hotel accommodations for visiting lecturers and readers.
Supports the search process for all new departmental hires. Works with the Dean's office and Human Resources on all aspects of job posting, correspondence with candidates, and final notifications.
Supervises, monitors or coordinates the activities of work study students for the department, the Writing Program and Shenandoah.
Collaborates with and supports fellow Administrative Assistants in the College and at the university. Offers subject matter training to other Administrative Assistants in specific areas of expertise. Participates in professional growth and mentorship opportunities with Administrative Assistant colleagues, including the Office Professionals Network.
Other duties as assigned.
Plan and Coordinate - Realistically estimates the time required to accomplish tasks and keeps others informed of potential problems/delays. Takes appropriate steps to ensure that the University resources (e.g., workspace, equipment, tools, etc.) are in good working order. Makes an effort to ask questions to identify issues and solve work problems.
Technical Skills - Demonstrates a higher level of knowledge and understanding of a technical or specialty area and is able to apply it in daily work. Able to identify problems as they occur and takes appropriate steps to promptly solve or communicate them to supervisors. Consistently and carefully checks details of tasks and assignments to ensure quality and accuracy before routine reviews by supervisors.
Results Focused - Displays a level of comfort in exploring different work approaches, rather than the routine. Responds to requests in a timely fashion and keeps track of own progress towards goals and deadlines. Takes initiative to independently find solutions or improve approach when issues/problems are repeatedly encountered.
Communication and Relations - Able to clearly and concisely explain University policies and procedures to others. Able to write correspondences and summarize ideas or facts with few or no errors (within role requirements). Skilled at diffusing difficult situations independently and recognizes when issues/requests require special attention (e.g., confidentiality, supervisor review, etc.). Consistently acts on requests and suggestions in a positive and unbiased way.
Teamwork - Willingly shares information, materials and responsibility to contribute to and achieve work objectives. Seeks input of other work group members and encourages their participation and involvement. Makes an effort to help and actively support work group members in their tasks/assignments.
High school diploma plus three years of administrative support experience, or a combination of education and experience from which comparable skills are acquired. Associate’s degree preferred. Proficient and savvy with social media platforms and Microsoft Office software, particularly Word, Excel, Powerpoint and Outlook. The Administrative Assistant must have excellent proofreading, grammar and spelling skills. Must be detail-oriented, have the ability to multi-task, and possess strong organizational skills. Serves as an advocate for the department, Writing program and literary magazine, Shenandoah, becoming well integrated within the broader activities of the department, program and magazine and developing a good grasp of the department’s, program’s and magazine’s roles within the overall University mission and structure. Must be a self-starter and have the ability to work independently, as well as to communicate and interact effectively in a professional, confidential, and courteous manner with faculty, staff and students. Demonstrated ability to handle confidential and sensitive information. The ability to work with frequent interruptions and manage multiple projects, priorities and deadlines. Previous experience in an academic setting preferred.
Fingering: Picking, pinching, typing or otherwise working, primarily with fingers rather than with whole hand or arm as in handling.
Grasping: Applying pressure to an object with the fingers and palm.
Repetitive motions: Making substantial movements (motions) of the wrists, hands, and/or fingers.
The worker is not substantially exposed to adverse environmental conditions (as in typical office or administrative work).
Types of Work:
Sedentary work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.
Please submit a cover letter, resume, list of professional references, and the online application forms. Please discuss the following in your cover letter: your interest in and qualifications for the position; your writing ability; your experience and level of expertise using Microsoft Office software; your level of expertise and experience using social media platforms; your willingness and ability to learn new software programs; any additional experience with other software programs or cloud-based systems.
Review of applications begins immediately and will continue until the position is filled. Interviews for this position will be conducted electronically.
Equal Employment Opportunity Statement
Washington and Lee is an Equal Opportunity Employer. As such, we are interested in candidates who are committed to high standards of scholarship, performance and professionalism and to the development of a campus climate that supports equality and diversity in our faculty, staff and student body. Job description requirements are representative, but not all?inclusive of the knowledge, skill, and abilities needed to successfully perform this job. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential functions.
Statement of Commitment to Diversity
Washington and Lee affirms that diverse perspectives and backgrounds enhance our community. We are committed to the recruitment, enrichment, and retention of students, faculty, and staff who embody many experiences, cultures, points of view, interests, and identities. As engaged citizens in a global and diverse society, we seek to advance a positive learning and working environment for all through open and substantive dialogue.
About Washington and Lee University
Washington and Lee University is an independent liberal arts university founded in 1749, named for an early benefactor (George Washington) and an innovative president (Robert E. Lee). The campus is a national historical landmark, the city offers small-town charm, and the Allegheny and Blue Ridge Mountains provide unparalleled surroundings. Students govern themselves in a community based on trust and honor. The faculty of teacher-scholars pursues a student-oriented approach to scholarship and nurtures lifelong relationships with the pupils. The curriculum blends traditional liberal arts and sciences with pre-professional programs in business, journalism and law. W&L prepares graduates for a life of learning, achievement, leadership, service and engaged citizenship in a global society.